Executive Virtual Assistant - Multi-Company CEO Support

We are looking for Virtual Professionals based in the Philippines.
This is a fully remote position for the role of Executive Virtual Assistant – Multi-Company CEO Support.

• Applications with an introduction video attached will be prioritized.
  Due to the fully remote nature of this role, it is important that candidates are comfortable communicating on video calls.

Role Summary

This role manages the CEO’s time, priorities, and communication across multiple organizations. You act as the CEO’s operational extension:

• Coordinating projects
• Scheduling meetings
• Managing correspondence
• Producing executive-ready reports

You step in whenever tasks require action, decision-making, or problem-solving—resolving issues independently without back-and-forth.

Filtering signal: This role is not for candidates who need constant direction or cannot make decisions without explicit instructions.

Core Responsibilities

CEO Time Management

• Maintain and proactively manage calendars for multiple companies
• Adjust schedules in real time to accommodate shifting priorities without waiting for instructions

Project Coordination

• Track CEO-led initiatives
• Push deadlines when necessary
• Flag bottlenecks and ensure projects progress smoothly

Communication Gatekeeping

• Serve as the primary point of contact for internal teams and external clients seeking the CEO
• Draft, screen, and initiate correspondence with clear escalation when needed

Meetings & Travel Logistics

• Plan and confirm meetings, conferences, and travel
• Prepare agendas, collate materials, and take actionable minutes

Reporting & Presentations

• Compile reports, presentations, and briefs tailored to the CEO’s needs
• Identify gaps or inconsistencies before submission

Process Improvement

• Identify inefficiencies in office workflows
• Suggest actionable solutions
• Implement approved changes across multiple companies

Analysis Support

• Conduct needs analysis, SWOT analysis, root cause analysis, and action planning for initiatives
• Present actionable recommendations

Ad Hoc Executive Support

• Handle urgent or unexpected tasks without supervision
• Escalate only when resolution is impossible

Requirements (Non-Negotiable)

• 1–2+ years supporting C-Suite executives with multi-company responsibilities
• Must work independently, prioritize competing demands, and take ownership of outcomes
• Excellent verbal and written communication; minimal regional accent; able to compose executive-level emails and documents
• Proven multitasking and time management; able to handle interruptions without losing focus
• Comfortable performing voice-based tasks and managing US-aligned schedules (night shift PH time)
• Proficient in Google Suite; quick learner of new tools and systems
• Critical thinking: ability to anticipate problems, make decisions, and provide solutions

Tools

• Google Suite (Sheets, Docs, Calendar, Gmail)
• Video/voice conferencing tools
• Project management or note-taking platforms as used by CEO
• Presentation tools (Slides, Docs)

What We Actually Care About

• You make decisions without needing daily approval
• You resolve scheduling or operational conflicts proactively
• You produce executive-ready documentation without repeated revisions
• You anticipate the CEO’s needs and act before being asked
• You maintain confidentiality while managing multiple companies’ priorities

What This Role Is NOT

• A routine administrative assistant; must handle multi-company priorities independently
• A task that receives step-by-step instruction daily
• A communications-only VA; must also manage projects, reports, and analysis
• A reactive role; must proactively anticipate CEO needs

Position Details

• Hours: Full-time, Philippine time zone, US-aligned (night shift)
• Work Style: Remote, async, results-driven
• Contractor Structure: Independent contractor

Application Instructions

• Submit resume plus a 3–5 sentence example of a scheduling, project, or correspondence problem you resolved independently
• Include a brief explanation of a decision you made proactively to prevent an issue for your executive

Benefits

• Paid Time Off (PTO)
• HMO 
• Fully Remote Work